Tips on Submitting an Invoice

Here are some tips on how to best submit invoices to CondoWorks:

  1. Recommended method: email
    1. The recommended way to submit an invoice (help article found here) is by attaching it to an email sent to your unique invoice submission email (refer to #4 below)
    2. The invoice must be sent as an attachment to the email. CondoWorks will not be able to read an invoice that is solely in the body of an email
    3. Attach only one invoice per email. If you have multiple invoices to send to the same property, please send as separate emails
  2. Recommended invoice file format: PDF
    1. CondoWorks is able to process files in the following formats: PDF, JPG, PNG
    2. A PDF file is easier for CondoWorks to read and results in faster and more accurate processing
  3. Tips for sending picture files
    1. Not every invoice can be created from a system or in a PDF format. In order to help ensure picture invoices are processed accurately and quickly:
      1. Take a clear picture on a flat surface with good lighting
      2. Print legibly
      3. Ensure the picture file sent is right-side up
  4. Configuring your accounting system
    1. Most accounting systems can be set up so that invoices can be sent as a PDF file attachment to a specific email
    2. Changing an email: there is typically a "vendor profile" section to change where invoices are emailed
      1. Note: CondoWorks uses a unique submission email for each property. If you service multiple properties, you will use unique emails for each property
      2. If you service multiple properties, ensure that they are each set up as different vendors in your accounting system
    3. Attaching as a PDF: most accounting systems will send an invoice as a PDF attachment as a default setting. If this is not the case for your accounting system, you will need to change this setting